Operations Coordinator
Full-Time 30-40 hours a week
Guelph, ON (Office & Remote)
Join the Peace of Mind Care Team
At Peace of Mind Care, we believe that "Exemplary Care Is Our Standard." For more than 12 years, we have proudly provided award-winning home care services built on compassion, professionalism, integrity, and excellence.
As a locally owned and operated home care provider proudly serving Guelph and the surrounding communities, we are deeply committed to supporting our clients with personalized, client-centred care that promotes independence, dignity, and peace of mind. Every day, our team works to enrich the lives of seniors and their families while building meaningful relationships within the community we proudly call home.
We believe that exceptional care begins with exceptional people. That's why we invest in our employees through ongoing education, mentorship, career development opportunities, and a culture built on teamwork, trust, and open communication.
If you're compassionate, motivated, and committed to making a meaningful difference every day, Peace of Mind Care offers more than just a career, we offer the opportunity to be part of a purpose-driven organization where your contributions matter, your growth is encouraged, and together, we create peace of mind for every client and family we serve.
Position Summary
Peace of Mind Care is seeking a highly organized, proactive, and compassionate Operations Coordinator to join our growing team.
Reporting to the Director of Operations. Working collaboratively with the Care Planning Manager, Care Administrator, and the entire office team, you will help ensure seamless service delivery, maintain scheduling accuracy, and support day-to-day office operations. This role requires flexibility, strong communication skills, and the ability to thrive in a fast-paced healthcare environment.
This is a dynamic position requiring exceptional communication, critical thinking, and problem-solving skills. The successful candidate thrives in an environment where priorities can shift quickly, maintains a high level of professionalism, and is passionate about delivering an outstanding experience for both clients and employees.
Work Schedule
This hybrid position offers a combination of in-office and remote work. Workdays, hours, and location are based on operational requirements and may vary to meet the evolving needs of the organization. Flexibility and adaptability are essential, including participation in the rotating after-hours on-call schedule.
Key Responsibilities
- Coordinate and maintain caregiver schedules to ensure continuity of care and optimal staffing.
- Collaborate closely with the Care Planning Manager, Care Administrator, and leadership team to support daily operations.
- Respond to schedule changes, cancellations, sick calls, and emergency staffing needs in a timely manner.
- Match caregivers to clients based on skills, availability, certifications, and client preferences.
- Monitor schedules to maximize efficiency while minimizing overtime and travel time.
- Maintain accurate scheduling records and ensure compliance with organizational policies.
- Respond promptly to client, family, and caregiver inquiries with professionalism, empathy, and exceptional customer service.
- Assist with onboarding new employees, including scheduling orientation, training, and completion of required documentation.
- Maintain accurate client and employee records while ensuring compliance with company policies and legislative requirements.
- Answer incoming telephone calls and respond to email inquiries professionally.
- Perform general office administrative duties including filing, scanning, data entry, and document management.
- Work collaboratively with all departments to support operational efficiency and achieve organizational goals.
- Participate in the rotating after-hours on-call support schedule, providing assistance with urgent staffing and client care needs.
Qualifications
- Minimum of 2 years of experience in home care, healthcare administration, scheduling, or a related healthcare coordination role preferred.
- Experience using healthcare scheduling software is required, including one or more of the following:
- AlayaCare (strongly preferred)
- Procura
- AxisCare
- WellSky Personal Care (formerly ClearCare)
- MatrixCare Home Care
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
- Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
- Strong verbal and written communication skills.
- Demonstrated critical thinking and independent problem-solving abilities.
- Excellent customer service and relationship-building skills.
- High level of attention to detail and accuracy.
- Ability to maintain confidentiality and exercise sound judgment.
- Comfortable working independently while contributing positively within a collaborative team environment.
What We Offer
- Competitive compensation based on experience
- Comprehensive benefits package (where applicable)
- Ongoing professional development and continuing education opportunities
- Opportunities for career growth and advancement
- Supportive, collaborative, and positive workplace culture
- Meaningful work that positively impacts clients, families, and the local community
If you're looking for a rewarding career with an organization that values compassion, collaboration, accountability, and excellence, we'd love to hear from you.
Apply today and become part of a team, where Exemplary Care Is Our Standard.
Visit PomCare.ca or call 519-827-5866
Pay: $21.00-$24.00 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Vision care
Work Location: Hybrid remote in Guelph, ON N1H 7L6
